How to Email a Completed and Signed Airtable Intake Form
To email a completed and signed copy of an intake form, use Fillout for the form, signature, PDF, and email. Fillout sends the submission to Airtable, saves the completed PDF on the record, and emails a copy to the submitter and your team in the same workflow.
Prepare the Airtable table
Open the table where you want to store the submissions and add these fields:
| Field | Type | Purpose |
|---|---|---|
| Client name | Single line text | The person's name |
| Where the completed PDF should be sent | ||
| Agreement | Checkbox | Confirms that the person accepted the terms |
| Signature | Attachment | Stores the submitted signature |
| Signed PDF | Attachment | Stores the completed PDF |
The signature image goes into Signature, while the finished PDF goes into Signed PDF.
Build the form in Fillout
Create a form in Fillout and connect it to the Airtable base and table you prepared.
Add the questions that belong on the intake form. Include the Email question, make it required, and add Fillout's signature question at the end of the form. Map the signature question to the Airtable Signature attachment field.
Add the agreement text before the signature. Make the Agreement question required so the person must confirm the terms before submitting the form.
Generate the completed PDF
Create a PDF template with the agreement text, the answers you want to keep, the signature, and the signing date.
In Fillout, click Integrate, choose Generate PDF, and upload the template. Add each form answer to its matching place in the document, then place the signature and date where they should appear.
Choose the Airtable connection and select Signed PDF as the attachment field. After each submission, Fillout fills the template and saves the finished PDF on the same Airtable record.
Send the PDF to the submitter and your team
Open Workflows in Fillout and create a submission email for this form. Add the generated PDF as an attachment.
Set the form's Email answer as one recipient, then add your team's email address as another recipient. Write a short message telling them the completed and signed intake form is attached.
Submit the form once before publishing it. Check the signature and answers in the PDF, confirm that the file appears in Airtable's Signed PDF field, and make sure both recipients receive the attachment.
If you only need a confirmation email with selected answers, Airtable can send it with the When a form is submitted trigger and the Send email action. See how to send a confirmation email after an Airtable form submission. For a PDF that already exists in Airtable, see how to email a PDF attachment from Airtable.
When the document already exists
Use a dedicated e-signature service when the person needs to sign an existing contract, proposal, or agreement. That workflow is different from an intake form because the document is prepared before the signing request is sent.
See how to collect e-signatures in Airtable for that setup.